Loans management at the natural history museum
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Loans Management at the Natural History Museum. Dave Smith. UK EMu Users Group Meeting 12-13 th April 2007. Background. Cultural Change at the NHM Implementation of a single centralised Collections Management Database over 3 years- EMu 18 Collections Management Policies BUT

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Loans Management at the Natural History Museum

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Loans management at the natural history museum

Loans Management at the Natural History Museum

Dave Smith

UK EMu Users Group Meeting

12-13th April 2007


Background

Background

  • Cultural Change at the NHM

    • Implementation of a single centralised Collections Management Database over 3 years- EMu

    • 18 Collections Management Policies

      BUT

  • Policy implementation 2 years too late….!

    • Procedures have only just been written.


Policies influencing loans management

Exhibitions

& Collections

Valuation

Control

Insurance

&

Indemnity

Object

Entry

Destructive

& Invasive

Sampling

Location

& Movement

Control

Interventive

Processes

Dispatch &

Object Exit

Retrospective

Documentation

Policies influencing Loans Management

  • LOANS

  • Research

  • Exhibition


Key changes

Key changes

  • Automation of loan status based on ‘trigger’ fields

  • Approved borrower relationships within Party Module

  • Managing diverse items involved in loan process

  • Valuations of items sent/received on loan

  • Managing the return of items on loan

  • Loan Transfers


Loan status

Loan Status

  • Automatically changes depending on stage loan process has reached.

  • Triggered by addition of dates to specific fields:-

    • Creation date“Open – Request”

    • Approved date“Open – Approved”

    • Issued date“Open – Processing”

    • Dispatched date“Open – Dispatched”

    • Returned date“Open – Returned”

    • Closed date“Closed”*


Approved borrower relationships

Approved Borrower Relationships

  • “Only bona fide researchers (in permanent employment) will be granted approved borrower status.”

  • Approved Borrower = signed up to terms and conditions for borrowing material

  • Supervised Borrower = students, post docs, retired and honorary staff who request a loan through an approved borrower.

  • Authorised Signatory = Head of Department / Museum Director/ Guarantor who signs on behalf of the borrowing institute.


Approved borrower relationships1

Loan Status

Loans Module

Party Module

Exhibition

designer

Authorised

Signatory

Requester

Head of Dept/

Director

Approved

Borrower

Approved

Borrower

Permanent

researcher

None

Student/

postdoc.

For use by

Approved Borrower Relationships


Loan agreement status

Authorised

Signatory

Approved

Borrower

Student 1

Student 2

Loan Agreement Status


The loans process

Approval

Prepare

Dispatch

Return

The Loans Process

Request


Request

Request


Approval

Approval


Loan dates

Loan dates

*

*

*


Loan dates extensions

Loan dates -Extensions


Managing items

Managing items

  • Object Entry items on loan to NHM

  • Items for which a single Catalogue record exists

  • Items for which an Accession Catalogue record exists

  • Items for which an Index Lot record exists

  • Items which have no data in EMu


Managing items catalogued

Managing items - Catalogued


Managing items un catalogued

Managing items – Un-Catalogued


Managing returns

Managing Returns

*


Managing valuations

Managing Valuations


Managing transfer of items

Managing Transfer of items

  • Best practice:-

    • All transfers managed as new loan.

    • All new borrowers must be Approved Borrowers.


Managing transfer of items1

Managing Transfer of items


Exhibitions

Exhibitions


Dispatch of items

Dispatch of items

*


Conclusion

Conclusion

  • This was developed whilst second guessing at procedure.

  • There may be some future changes depending on what the NHM decides is best practice and how much they differ from the flow built into EMu.

  • As a loan manager myself, I have a vested interest in this development and I believe that these designs provide a great tool to be able to manage the loans process from request to final return of the items.

  • It provides a good balance between ease of data entry, whilst observing best practice and being able to comprehensively document the loan, and the people involved, and track their status.


Conclusions

It's too late.....!

Conclusions

  • Any suggestions from the audience……………


Questions

Questions?


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